Legal Practice Assistant Float

About the role

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is looking for a Legal Practice Assistant Float to join the Portland office. The Float provides legal assistant support to assigned attorneys in various practice groups whenever needed due to overflow or absence and collaborates with the Legal Practice Assistant team. This is a non-exempt position.

Responsibilities

• Format, draft, edit, and proofread documents, reports, pleadings, filings, and all correspondence, from draft to client- or court-ready final
• Review Portland Office Scheduling Calendar daily
• Coordinate document production to the court
• Consistently meet deadlines by effectively coordinating legal work through word processing, editing, communications, and messenger services for the prompt production and accurate delivery of documents
• Coordinate and supervise large mailings or deliveries to meet important deadlines and requirements, including filings with states and federal courts and governmental agencies
• Depending on the practice area, may manage docketing calendar and ensure adherence to deadlines
• Handle incoming and outgoing mail, facsimiles, and date stamps, and distribute promptly upon receipt throughout the day
• If requested, edit attorney time records through established Firm systems ensuring accuracy of input
• Support the billing process by reviewing WIPS and final statements, and flagging and working with the attorneys and Accounting to ensure resolution of any inaccuracies
• Assist attorneys with management of their calendars, including proactive coordination with the attorney in advance of commitments and deadlines by using automated calendar management tools
• Provide prompt communication to attorneys and clients regarding any scheduling conflicts
• Plan and coordinate travel arrangements
• Assist with coordination of large internal and external meetings, conferences, and events
• Develop an understanding of the Firm’s practice groups
• Maintain filing, both electronic and paper, according to Firm standards
• Participate in maintaining the Firm’s CRM data in Interaction
• Prepare credit card vouchers, check requests, and other important accounting forms
• Back-up receptionist duties, including answering and directing incoming calls, and forwarding messages; greeting, assisting and/or directing visitors when needed; conference room set-up; and clean-up when available
• Other duties or projects as assigned

Skills

• In-depth current knowledge of Oregon state and federal court rules and e-filing procedures
• Proficiency/experience using various technology programs including: Microsoft Office, Outlook, Docusign, Adobe Acrobat
• Proficiency/experience using electronic timekeeping and billing systems
• Proficiency/experience using remote access tunnels and ShareFile
• Proficiency/experience using document management systems, such as iManage and NetDocuments
• Proficiency/experience using Client Management Systems (Interaction), Zoom, or MS Teams
• Proficiency/experience using research tools (Pacer, SimpliFile, Internet search engines)
• Proficiency/experience using expense management software such as Chrome River or Concur
• Ability to conduct basic research using both standard and electronic methods
• Provide excellent customer service to both internal and external clients
• Familiarity with court and procedural rules in area(s) in which attorneys practice
• Familiarity with legal terminology

Qualifications

• High school diploma required
• Associate’s or Bachelor’s degree preferred
• 5+ years of litigation legal assistant experience in a law firm required; experience in other areas of law a plus
• Notary certification or willingness to obtain certification required

Benefits

• In-person and virtual training opportunities
• Collaboration across all Foster Garvey offices
• Workplace Wellness Program